Summary of the Progress Report Process

Transcription

1 Eugene School District 4J Synergy Quick Reference Guide Summary of the Progress Report Process Set Grading Window for TeacherVUE Disable ParentVUE and StudentVUE during the Grading period Run Update Grade Update Grading Records Update Homeroom Data or Clear Homeroom Data Enter grades for student office aides via the Class Grade or Student Grade screens After grades are posted, run the Mark Verification by Teacher (GRD403) report to check entry. Run Update Absences to post attendance entered this reporting period Run the Report Cards GRD st run for Electronic only; 2 nd run for Printed copies. Check Job Result for Parents without Addresses: add address to parent record Advance to the next Current Grading Period. Before teachers can enter Progress or Final Grades in TeacherVUE, Registrars will need to set the number of days before and after the grading day that grades will be editable. 1 To enter these parameters in TeacherVUE, navigate to: Synergy SIS > Grading > Setup > Grading Setup On the Grading Setup screen, select the TVUE options tab.

2 Select the Current Grading Period from the drop down arrow in the first field. Keep Update in Primary Staff Keep Update in Additional Staff In the first box in the Grading Period Thresholds area, enter the number of days BEFORE the end of the grading period where grades are editable. (Grading day will NOT be counted in this number.) In the second box in the Grading Period Thresholds area, enter the number of days AFTER the end of the grading period where grades are editable. Save. (The Grading day will NOT be counted in this number.) Be aware that the end date of a grading period cannot fall on a non-school day. 2 Note: Each school determines the number of days for the grading period thresholds. To hide grades and/or grade book from ParentVUE and StudentVUE as grades are being entered, navigate to: Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE Configurations 3 This screen lists the modules that can be opened for parents and students. Any module that does not have a check mark is currently enabled. To disable grades and/or grade book, check the box to the left of that title in BOTH the ParentVUE column and the StudentVUE column. Save.

3 Ø 4 Note: If you choose to disable ParentVUE/StudentVUE during the grading period, align with Grading Period Thresholds. You can run Update Grade for a grading period at any time, but it must be run before the first day teachers can enter grades. To open the grading portal allowing teachers to post final marks for the current reporting period, the Update Grade function must be run. Navigate to Synergy SIS > Grading folder > Update Grade screen On the Update Grade screen, use the down arrow to select the current Grade Reporting Period. 5 Select all grades in the Grade box. Click the Update Grading Records radio button in the Operation Type area. Click the Update Grading Records button at the top of this screen. Because Update Grade is run a week before grading day you will need to run this process again the day before the official grading day. This will allow all students and sections to be in sync and current before teachers begin to post their grades. If you would like to print report cards by homeroom assignments, you must run an update process. 6 Navigate to System > Setup > School Setup. Click on the Menu button at the top of the screen to Processes > Update Homeroom Data > Save If you do not want report cards printed by homeroom choose the process called Clear Homeroom Data in the same area of the Menu.. Ø The directions below are to be followed after all grades have been entered.

4 7 After grades have been entered, run the Mark Verification by Teacher report found in Grading > Reports > List > GRD403 (or type GRD403 in the Quick Launch field) This will list by teacher any students without marks for any class. Contact the teacher for grades to be entered. 8 On the GRD403 Report Interface, clear out anything that might be in the Last Name, First Name or Section ID fields. Use the down arrow to select the correct Grading Period in that window. Use the down arrows to select Any Missing Mark. Print. When all grades have been entered for this reporting period, Update Absences must be run to update attendance. 9 On the Update Grade screen, use the down arrow to select the current Grade Reporting Period. Select all grades in the Grade box. Click the Update Absence radio Button in the Operation Type area. Click the Update Grading Records button at the top of the screen.

5 Ø When all steps listed above are completed, you are ready to print Report Cards. To set up Report Cards for printing, navigate to: Grading Folder > Set Up > Grading Setup > Report Card Options tab Select the Current Grading Period, Date Range Defaults and Mailing Defaults as shown above. In the Content area, check Abbreviate Course Title or the entire course title will print (your option) Abbreviate Teacher Name. 12 Here are examples of headers and content for school messages on these report cards. In this example, the Grading Legend would be suppressed on the report card page, and instead, print on the second or address page.

6 13 Check the content areas you wish to suppress or not print at this time. If you have entered a Grade Legend as outlined in step 12, select Suppress Grade Legend as shown above. 14 If Standard grades are to be printed, select Show Standards from Teacher Grade Book Desc Only under Show Standards. If not, select Suppress Standards (or leave blank) and clear the Standard Sort Option field. Enter these Custom Widths as shown for printing. Save. 15 To print report cards, go to Grading > Reports > Individual > GRD201 (or enter GRD201 in Quick Launch) 16 On the GRD201 Report Interface screen, click the Reset Default button at the top of the screen to bring in the settings from Grading Setup. Confirm these settings.

7 In the Mailing Options area, check Enable Mailing. Checking Enable Mailing produces the mailing page of the report card. If this is not checked, you will need to print mailing labels. This box should remain unchecked when running your Electronic Report Cards for ParentVUE and StudentVUE. Use the down arrow to select Parent/Guardian Print Address in the first field If not already populated. In the Return Address field, use the down arrow to select School Name and School Address if not already populated. 17 Check the Ed Rights box and the Mailings Allowed box in the Parent/Guardian Options area. (Any parent that has both boxes checked on the Parent screen will receive two report cards.) Be sure to verify parent permissions by running report U-STPA104- Student/Parent Rights in the EUG folder. Go to EUG > Student > Reports > List > 18 Verify items you want to be suppressed from printing.

8 19 Verify the setting for Display Standards. This is optional at each building. To show Standards choose Show Standards Teacher Grade Book (Desc Only). When showing Standards choose Sort by Description in Standard Sort Option. When not showing Standards leave both fields blank or enter Suppress Standards in Display Standards. from 20 Check the Attendance Definition Summary boxes of 1 & 2. If you are printing Mailing Labels, click on the Labels tab. Use the down arrow to select the correct Label, generally Avery Scroll down to the Scale Fields Font Size (in pts) Check the Scale Fields box. Enter 10 in the Font Size field. Click the Save Default button at the top of the screen.

9 To print Report Cards alphabetically, click on the Sort/Options tab. Press the Add button in the ReportCardStudentFB sections to select a item to sort on. In this screenshot Student Name is selected to sort report cards by name. 22 Use the down arrow on the right to select Ascending /Descending alpha order. 23 On the Selection tab, Object Type field, you may select a section or student to run report cards for a class or an individual student. You may also use the Group Filter. When printing the report cards you must run them at least twice. The 1 st run will attach the electronic report card to ParentVUE and StudentVUE. The 2 24 nd run will create report cards to print and mail home to parents. 1 st Run - To attach the electronic report card to ParentVUE and Student VUE: On the Options Tab - Uncheck Enable Mailing. If Suppress Grading Legend is checked, it should be Unchecked. On the GRD201 Report Interface click on the Sort/Output tab. At the bottom of this screen in the Attach PDF to Students section you need to choose Electronic Copy-Print a report card for parents who want to receive an electronic copy from the Attach Type drop down menu.

10 Syner 25 2 nd Run To create report cards to print and mail to parents: On the Options Tab - Check Enable Mailing. Optionally, Check Suppress Grading Legend On the GRD201 Report Interface click on the Sort/Output tab. At the bottom of this screen in the Attach PDF to Students section you need to choose Paper Copy-Print a report card for parents who want to receive a paper copy from the Attach Type drop down menu. Optional: If you choose to attach the report card to the Student >> Documents tab the Attach to Student box should be checked. Document Category is Grade Report and enter a document title in the Doc Comment field. 26 You may choose to print report cards in separate runs after step 25, (perhaps by grade, Active, Inactive or by section). If you wish to print Inactive report cards for students withdrawn after a specific date, use the Conditions tab to make this selection. Click the Print button to run report cards. When completed, you will see two files listed on the Job Result screen; one of report cards and a Parents Missing Addresses report which lists parents without mailing addresses. Correct this by entering parent addressses where ever possible or remove the Mailings Allowed checkbox. Re-run GRD201 to get the new parent addresses on the report cards. 27 Return to Grading Folder > Set Up > Grading Setup Change Current Reporting Period to the next reporting period. Version Tech/ML/